Application for Job Evaluation s4

GLPC Job Description Non-Manager

Job Title Commissioning Assistant

Department Children and Young People

Section Placements

Grade SO1

Children & Young People’s Commissioning Reports to Manager Staffing None Responsibility Organisation Please attach organisation structure

Job Purpose:

1. To be responsible for the achievement of good outcomes for children and young people with special needs and disabilities and to contribute to raising achievement and removing barriers to education.

2. To support the Direct Payments/SEN Commissioning Officer and the Commissioning Manager by undertaking a wide range of administrative jobs in relation to the commissioning and contracting of services for children. Particularly to enact Oracle transactions and maintain a range of ad-hoc databases of suppliers of services to children with special educational needs, disabled children and other children in need and looked after children. To make entries on case-recording systems in relation to securing services.

3. To be the point of contact with suppliers of services in relation to enquiries regarding the contracting of services as well as invoicing, the processing of purchase orders and the issuing and receipt of contracts.

4. To be the point of contact for enquiries by telephone and email when searching for placements for children, using established databases and contact details of suppliers. To work with the Direct Payments/SEN Commissioning Officer, the Commissioning Manager and other officers within SEN and Disabled Children’s services when searching for new specialist providers.

Principal Accountabilities and Responsibilities:

1. To work with the Commissioning Officer and Manager by developing and maintaining policy and processes for placement commissioning, therapy commissioning, direct payments and care at home. 2. Ensure that the council’s overall vision, values and ethos are central to the requirements of the service. 3. Support effective working relationships and act as an ambassador and advocate with external organisations, particularly to focus on excellent and robust commercial relationships

Version 1: November 2015 Date of Job Evaluation 25/11/2015 Page 1 of 5 with the Independent School market place, providers of home care and the contracted provider of support to persons managing Personal Budgets. 4. Keep up to date with developments in service delivery and best practice in relation to children with special educational needs and disabilities, as well as other children in need to ensure the service performs effectively and to the highest standards. 5. Build effective working relationships with staff at all levels within the Council. 6. Maintaining professional communications with internal and external customers by taking responsibility for all post/telephone queries and handling them as appropriate. 7. Dealing with all administration tasks required to ensure that the department runs smoothly. 8. To ensure that all information on the Tribal Education Systems and Framework Integrated Children’s System and other databases is accurate and up-to-date. 9. Responsible for owning and proactively managing tasks to a successful conclusion. 10. To develop partnership working approach with statutory, voluntary and independent sector agencies in relation to contracting issues. 11. Compile scheduled and ad-hoc reports as required. 12. Create and maintain efficient administration systems and processes to support the Direct Payments/SEN Commissioning Officer and the Commissioning Manager, particularly to ensure that Oracle transactions in relation to contracted services and direct payments are processed promptly. 13. To be responsible for the maintenance of accurate details relating to contracts and associated costs for the purpose of validating invoices and authorising payments. 14. Identification and implementation of service improvements and efficiency initiatives, including the development of administrative policies, procedures and processes. 15. Support and deputise for the Direct Payments/SEN Commissioning Officer as required. 16. To prioritise and manage workloads to ensure all reviews are managed within agreed timescales, particularly with regard to the number of requests for action that arise at very short notice. 17. Safeguarding is everyone's responsibility and all employees are required to act in such a way that at all times safeguards the health and well being of children and vulnerable adults. 18. Carry out duties with due regard to the council’s customer care, equal opportunities, information governance, data protection and health and safety policies and procedures. 19. Undertake any other duties commensurate with the level of responsibility of this post.

DBS Status Basic

Politically Restricted No

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Job Knowledge, Skills & Experience:

All criteria are essential

Knowledge and Qualifications:

 Excellent standard of education including Maths and English at GCSE or equivalent.  Evidence of relevant continuing professional development  Knowledge of standard Office packages e.g. Word, PowerPoint, and Excel.  Knowledge of Oracle or similar finance systems  Good working knowledge of processes required to meet legislation, policies and standards of Local Government.  Knowledge of the principles and practice of:

o Excellent customer service o Service performance management

 Understanding of the commissioning and contracting processes by which the council negotiates, secures and reviews services for its population  An understanding of the needs of children, young people and their families and how to plan effectively to meet their needs.

Version 1: November 2015 Date of Job Evaluation 25/11/2015 Page 3 of 5 Experience:

 Substantial experience and in-depth knowledge of business support and administration functions in relation to the provision of services to vulnerable groups of children, families and/or adults within education and social care settings  Substantial experience of using finance packages for the processing of payments, the creation and maintenance of databases to support the council’s business.  Extensive experience of liaising with external organisations such as schools, home care agencies, the voluntary sector as well as directly with service users in relation to the provision of services.  Experience of following and adapting administrative processes to meet the service’s needs.  Experience of leading and providing business support in a busy environment, deputising where necessary for senior colleagues.  Experience of liaising with a very wide range of other services and agencies, understanding that their business priorities may sometimes be in conflict with that of the Council.  Demonstrable experience of accurate and timely data input and data management ensuring accuracy and confidentiality.  Substantial experience and competency of using standard Office Packages.  Substantial experience of using Oracle or other finance systems.  Demonstrable experience of acquiring expertise and understanding of a business.  Substantial experience of working in an information sensitive environment.  Experience of using defined business processes and giving guidance on them to colleagues.

Version 1: November 2015 Date of Job Evaluation 25/11/2015 Page 4 of 5 Skills and Abilities:

 Proven ability to involve and work in partnership with children and young people, families, and a range of private, statutory and voluntary agencies.  Excellent communication skills and the ability to represent the Council in liaison with parents and other professionals  Ability to work with colleagues to develop strategies to improve business efficiency and secure savings where possible.  To demonstrate the ability to plan, organise and manage a heavy workload to meet tight deadlines.  To demonstrate a commitment to the Council’s Equal Opportunities Policy and the ability to understand and implement the policy in relation to the job responsibilities  To demonstrate the ability to communicate effectively, analyse information and prepare reports and to collate, interpret and present management information.  The ability to ensure that services are delivered to the highest achievable professional standards, that quality standards are identified and measured and that remedial action is undertaken where necessary.  Able to use information systems and databases to record service information and generate reports required by the service.  Ability to manage a complex and demanding workload and to prioritise tasks to achieve performance targets.  Ability to identify and undertake rational solutions to complex tasks.  Actively look for ways of improving services and outcomes for customers, understanding of the complexities of planning and delivering services to a diverse community.  Exceptional team player.  Highly organised with an excellent attention to detail.  Ability to see the “bigger picture” and to understand the administrative tasks required to achieve this.

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